How to Use VLOOKUP in Excel?

Microsoft Excel is a powerful tool for managing data, helping you easily analyze and understand information. Even though it’s sometimes underestimated, Excel is still one of the most popular tools used by nearly every organization today. One of its standout features is VLOOKUP, a function that lets you search through tables or spreadsheets to find specific information.

Let’s take a closer look at what VLOOKUP in Excel is all about.

Table of contents:

• What Is VLOOKUP in Excel?
• How to Use VLOOKUP in Excel?
• How to Do VLOOKUP in Excel With Two Spreadsheets?
• How to Do VLOOKUP in Excel With Two Workbooks?
• Tips to Use VLOOKUP Function Efficiently
• Common Errors in the VLOOKUP Function
• Limitations of VLOOKUP in Excel
• Conclusion
• FAQ

What Is VLOOKUP in Excel?

VLOOKUP in Excel is a function that helps you find specific information in a table or a list. The “V” in VLOOKUP stands for “vertical,” meaning it searches for a value in the first column of a range of cells and then returns a value in the same row from another column.

In the image below, you can understand the syntax of Vlookup:

• Lookup Value: The item you’re searching for.
• Table Array: The range of data where you want to search.
• Column Index Number: The column in the range where the answer is located.
• Range Lookup: Whether you want an exact match (FALSE) or a close match (TRUE).

How to Use VLOOKUP in Excel?

Using VLOOKUP in Excel is simple. Here’s a step-by-step guide:

1. Prepare Your Data: Make sure your data is organized with the lookup value in the first column.
2. Choose Your Lookup Value: Decide what you want to find in the first column of your table.
3. Select the Result Cell: Click on the cell where you want the result to show up.
4. Enter the VLOOKUP Formula: Type `=VLOOKUP(` into the selected cell.
5. Input the Details:
   – Lookup Value: Type the value you want to search for.
   – Table Array: Highlight the range of cells that includes both the lookup column and the columns with the data you want to retrieve.
   – Column Index Number: Enter the column number from which to get the data, starting from the left of the table array.
   – Range Lookup: Type `FALSE` for an exact match or `TRUE` for an approximate match. This is optional, with `TRUE` as the default.
6. Close the Formula: Finish by typing `)`.
7. Press Enter: Hit Enter to get your result.
8. Copy the Formula: Drag the fill handle or copy the formula to apply it to other cells.

How to Do VLOOKUP in Excel With Two Worksheets?

1. Open Both Files: Start by opening both Excel files. Arrange them side by side on your screen for easy reference.
2. Pick Your Lookup Value: In the first file (we’ll call this File A), find the value you want to search for.
3. Select Your Result Cell: Go to the second file (File B) and click on the cell where you want the result to show up.
4. Start the VLOOKUP Formula: In the selected cell in File B, type =VLOOKUP( to begin the VLOOKUP formula.
5. Add the Lookup Value: Switch to File A and click on the cell with the value you want to look up. This cell will automatically be added to the formula.
6. Define the Table Array: Now go back to File B and highlight the range of cells that includes both the lookup column and the column with the data you want. This selection is your “table array.”
7. Enter the Column Number: Type the number of the column (in the table array) that has the data you want to pull. Start counting from the leftmost column.
8. Select Exact or Approximate Match: Type FALSE if you want an exact match, or TRUE for an approximate match.
9. Finish the Formula: Close the formula with ) and press Enter. Excel will search in File A and display the result in File B.
10. Double-check: Review the result to make sure it’s accurate. Adjust the formula if needed.

How to Do VLOOKUP in Excel With Two Workbooks?

1. Open Both Workbooks: Start by opening the two Excel workbooks you want to use. Keep both workbooks open and visible on your screen.
2. Choose Your Lookup Value: In the first workbook (Workbook A), locate the value you want to look up.
3. Select the Result Cell: Switch to the second workbook (Workbook B), and click on the cell where you want the VLOOKUP result to appear.
4. Start the VLOOKUP Formula: In the selected cell in Workbook B, type =VLOOKUP( to begin the formula.
5. Add the Lookup Value: Go back to Workbook A and click on the cell with the lookup value. Excel will automatically add this cell reference to your formula.
6. Set Up the Table Array: Switch to Workbook B and select the range of cells that includes both the lookup column and the column with the data you want to retrieve. This is your “table array.”
7. Specify the Column Number: Enter the number of the column within the table array that contains the data you need. Start counting from the leftmost column.
8. Choose Exact or Approximate Match: Type FALSE for an exact match or TRUE for an approximate match.
9. Complete the Formula: Close the formula with ) and press Enter. Excel will now search in Workbook A and display the result in Workbook B.
10. Double-check Your Result: Make sure the result is correct. Adjust the formula if necessary.
11. Save Both Workbooks: Remember to save your work in both workbooks after you’re done.

Tips to Use VLOOKUP Function Efficiently :

1. Organize Your Data: Arrange your data in neat tables with clear headers. This makes it easier to navigate and use VLOOKUP effectively.
2. Know Your Data Layout: Before starting, get familiar with your data—identify where the lookup values are and which columns contain the information you need.
3. Use Named Ranges: Give names to the cell ranges you’re working with. Named ranges make your formulas easier to understand and maintain.
4. Use Absolute References: When copying your VLOOKUP formula to other cells, use $ symbols in your table range (e.g., $A$1:$D$10). This keeps the range fixed, preventing errors.
5. Sort Your Data: VLOOKUP works best when the lookup column is sorted in ascending order. Sorting helps Excel locate values faster.
6. Choose Exact Match: Unless you need an approximate match, set the [range_lookup] argument to FALSE or 0 for an exact match, reducing the chances of incorrect results.
7. Handle Errors Gracefully: Use IFERROR or IFNA with VLOOKUP to prevent error messages when a match isn’t found. This keeps your worksheet clean and easy to read.
8. Consider INDEX and MATCH: For more flexibility with large data, try using INDEX and MATCH instead of VLOOKUP, as they can handle complex lookups.
9. Check for Consistency: Make sure lookup values are consistent across your data, as inconsistencies can lead to incorrect results.
10. Test Your Formulas: Try your VLOOKUP on sample data first to make sure it works as expected, especially for critical tasks.
11. Use the VLOOKUP Wizard: If you’re new to VLOOKUP, use Excel’s VLOOKUP wizard to guide you through each step, making it easier to set up correctly.

Limitations of VLOOKUP in Excel :

1. Only Searches Vertically: VLOOKUP only searches in the first (leftmost) column of your data and returns a value from a column to its right. It can’t search horizontally across rows.
2. Exact or Approximate Matches Only: VLOOKUP can only do exact or approximate matches, so it’s not ideal for partial or wildcard matches without extra setup.
3. Single Column Retrieval: VLOOKUP can only bring back data from one column at a time. If you need data from multiple columns, you’ll need to use separate VLOOKUPs or try another method, like INDEX/MATCH.
4. Slower with Large Data: VLOOKUP can be slow with large datasets, especially if your data isn’t sorted. In these cases, INDEX/MATCH or XLOOKUP may be faster.
5. Fixed Table Range: VLOOKUP requires a fixed range, so if your data range changes often, you’ll need to adjust it manually, which can be time-consuming.
6. Basic Error Handling: VLOOKUP doesn’t handle errors well—it returns an #N/A error if it can’t find a match. You’ll often need an extra function, like IFERROR, to make the output cleaner.
7. Sensitive to Column Changes: If you move, add, or delete columns in your data, it can break your VLOOKUP formulas. This can be frustrating in large or complex sheets.
8. Not Case-Sensitive: VLOOKUP treats uppercase and lowercase letters the same, which can lead to errors if your data is case-sensitive.
9. Only Returns First Match: VLOOKUP stops at the first match it finds. If you have multiple matching entries, it won’t retrieve any beyond the first.
10. No Native Support for Arrays or Multiple Criteria: VLOOKUP doesn’t handle arrays or multiple search criteria in one formula, so you may need helper columns or array formulas, which can be tricky to set up.

Conclusion :

          Learning how to use the VLOOKUP function in Excel can really improve how you find and work with data. This guide has shown you exactly how to use VLOOKUP, from understanding how it works to using it with real examples. By following these steps, you’ll be able to use VLOOKUP to save time, get accurate results, and make smarter decisions with your data. With practice, you’ll become an expert and boost your productivity in Excel.

FAQ :

1. How do I use VLOOKUP in Excel? VLOOKUP in Excel helps you find a value in the first column of a list and grab data from another column in the same row. To use it, type =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]). Here’s what that means:
   • lookup_value is what you’re searching for.
   • table_array is the range of data where you want to search.
   • col_index_num tells Excel which column to get the data from.
   • [range_lookup] is optional: use TRUE for an approximate match or FALSE for an exact match.
2. What are the 3 rules for VLOOKUP?
   • The thing you’re searching for must be in the first column of your data range.
   • Don’t change your data range while using VLOOKUP. Use absolute references (like $A$1:$D$100) to keep the range fixed.
   • If you want an approximate match (TRUE or nothing), make sure the first column is sorted in ascending order to get the correct results.
3. What is the lookup function in Excel? The LOOKUP function searches for a value in a list or range and returns a related value from another list. There are two types:
   • Vector form: Searches one list and returns a value from another list.
   • Array form: Searches in one row or column and gives you a value from the same position in another row or column.
4. What is VLOOKUP and HLOOKUP?
   • VLOOKUP (Vertical Lookup) finds a value in the first column of a table and returns a value from another column in the same row.
   • HLOOKUP (Horizontal Lookup) works the same way but finds a value in the first row and returns a value from another row in the same column.
5. Can VLOOKUP return multiple values? No, VLOOKUP can only find one value at a time. If you need more values, you’ll have to use more formulas.
6. What’s the difference between VLOOKUP and XLOOKUP? VLOOKUP only looks in one direction and can only search in the first column. XLOOKUP is more flexible – it can search in any direction and handle errors better, making it easier to use.
7. How do you use VLOOKUP between two Excel files? To use VLOOKUP across two files, open both files and type the formula in one file. When referring to the other file, include its name and the range you want to search. Just make sure both files are open while you work!

For a deeper understanding and official documentation of the VLOOKUP function, check out Microsoft’s detailed guide here

Mastering VLOOKUP in Excel is just one of the many essential Excel skills that can help you excel in your career. If you’re preparing for an interview, be sure to check out our Top 25 Excel Interview Questions and Answers 2024 to further enhance your Excel knowledge and stand out in job interviews.